HomeMy WebLinkAboutLDA Partners 2022-07-25COU No. 2223-080
AGREEMENT FOR
PROFESSIONAL CONSULTING SERVICES
[Design Professional]
This Agreement, made and entered into this 25th day of July, 2022 (“Effective Date”), by and
between CITY OF UKIAH, CALIFORNIA, hereinafter referred to as "City" and LDA Partners,
Incorporated, a corporation organized and in good standing under the laws of the state of California,
hereinafter referred to as "Consultant".
RECITALS
This Agreement is predicated on the following facts:
a. City requires consulting services related to providing Space Needs Assessment, Preliminary
Design, and Detailed Design Services for the City of Ukiah Corporation Yard.
b. Consultant represents that it has the qualifications, skills, experience and properly licensed to
provide these services, and is willing to provide them according to the terms of this
Agreement.
c. City and Consultant agree upon the Scope-of-Work and Work Schedule attached hereto as
Attachment "A", describing contract provisions for the project and setting forth the completion
dates for the various services to be provided pursuant to this Agreement.
TERMS OF AGREEMENT
1.0 DESCRIPTION OF PROJECT
1.1 The Project is described in detail in the attached Scope-of-Work (Attachment "A").
2.0 SCOPE OF SERVICES
2.1 As set forth in Attachment "A".
2.2. Additional Services. Additional services, if any, shall only proceed upon written agreement
between City and Consultant. The written Agreement shall be in the form of an Amendment to
this Agreement.
3.0 CONDUCT OF WORK
3.1 Time of Completion. Consultant shall commence performance of services as required by the
Scope-of-Work upon receipt of a Notice to Proceed. Consultant shall complete the work to the
City's reasonable satisfaction, even if contract disputes arise or Consultant contends it is
entitled to further compensation.
4.0 COMPENSATION FOR SERVICES
4.1 Basis for Compensation. For the performance of the professional services of this Agreement,
Consultant shall be compensated on a time and expense basis not to exceed a guaranteed
maximum dollar amount of $1,218,573. Labor charges shall be based upon hourly billing rates
for the various classifications of personnel employed by Consultant to perform the Scope of
Work as set forth in the attached Attachment B, which shall include all indirect costs and
expenses of every kind or nature, except direct expenses. The direct expenses and the fees
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to be charged for same shall be as set forth in Attachment B. Consultant shall complete the
Scope of Work for the not-to-exceed guaranteed maximum, even if actual time and expenses
exceed that amount.
4.2 Changes. Should changes in compensation be required because of changes to the Scope-of-
Work of this Agreement, the parties shall agree in writing to any changes in compensation.
"Changes to the Scope-of-Work" means different activities than those described in Attachment
"A" and not additional time to complete those activities than the parties anticipated on the date
they entered this Agreement.
4.3 Sub-contractor Payment. The use of sub-consultants or other services to perform a portion of
the work of this Agreement shall be approved by City prior to commencement of work. The
cost of sub-consultants shall be included within guaranteed not-to-exceed amount set forth in
Section 4.1.
4.4 Terms of Payment. Payment to Consultant for services rendered in accordance with this
contract shall be based upon submission of monthly invoices for the work satisfactorily
performed prior to the date of invoice less any amount already paid to Consultant, which
amounts shall be due and payable thirty (30) days after receipt by City. The invoices shall
provide a description of each item of work performed, the time expended to perform each task,
the fees charged for that task, and the direct expenses incurred and billed for. Invoices shall
be accompanied by documentation sufficient to enable City to determine progress made and
the expenses claimed.
5.0 ASSURANCES OF CONSULTANT
5.1 Independent Contractor. Consultant is an independent contractor and is solely responsible for
its acts or omissions. Consultant (including its agents, servants, and employees) is not City's
agent, employee, or representative for any purpose.
It is the express intention of the parties hereto that Consultant is an independent contractor
and not an employee, joint venturer, or partner of City for any purpose whatsoever. City shall
have no right to, and shall not control the manner or prescribe the method of accomplishing
those services contracted to and performed by Consultant under this Agreement, and the
general public and all governmental agencies regulating such activity shall be so informed.
Those provisions of this Agreement that reserve ultimate authority in City have been inserted
solely to achieve compliance with federal and state laws, rules, regulations, and interpretations
thereof. No such provisions and no other provisions of this Agreement shall be interpreted or
construed as creating or establishing the relationship of employer and employee between
Consultant and City.
Consultant shall pay all estimated and actual federal and state income and self-employment
taxes that are due the state and federal government and shall furnish and pay worker's
compensation insurance, unemployment insurance and any other benefits required by law for
himself and his employees, if any. Consultant agrees to indemnify and hold City and its
officers, agents and employees harmless from and against any claims or demands by federal,
state or local government agencies for any such taxes or benefits due but not paid by
Consultant, including the legal costs associated with defending against any audit, claim,
demand or law suit.
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Consultant warrants and represents that it is a properly licensed professional or professional
organization with a substantial investment in its business and that it maintains its own offices
and staff which it will use in performing under this Agreement.
5.2 Conflict of Interest. Consultant understands that its professional responsibility is solely to City.
Consultant has no interest and will not acquire any direct or indirect interest that would conflict
with its performance of the Agreement. Consultant shall not in the performance of this
Agreement employ a person having such an interest. If the City Manager determines that the
Consultant has a disclosure obligation under the City’s local conflict of interest code, the
Consultant shall file the required disclosure form with the City Clerk within 10 days of being
notified of the City Manager’s determination.
6.0 INDEMNIFICATION
6.1 Insurance Liability. Without limiting Consultant's obligations arising under Paragraph 6.2
Consultant shall not begin work under this Agreement until it procures and maintains for the
full period of time allowed by law, surviving the termination of this Agreement insurance
against claims for injuries to persons or damages to property, which may arise from or in
connection with its performance under this Agreement.
A. Minimum Scope of Insurance
Coverage shall be at least as broad as:
1. Insurance Services Office ("ISO) Commercial General Liability Coverage Form
No. CG 20 10 10 01 and Commercial General Liability Coverage – Completed
Operations Form No. CG 20 37 10 01.
2. ISO Form No. CA 0001 (Ed. 1/87) covering Automobile Liability, Code 1 "any
auto" or Code 8, 9 if no owned autos and endorsement CA 0025.
3. Worker's Compensation Insurance as required by the Labor Code of the State
of California and Employers Liability Insurance.
4. Errors and Omissions liability insurance appropriate to the consultant’s
profession. Architects’ and engineers’ coverage is to be endorsed to include
contractual liability.
B. Minimum Limits of Insurance
Consultant shall maintain limits no less than:
1. General Liability: $1,000,000 combined single limit per occurrence for bodily
injury, personal injury and property damage including operations, products and
completed operations. If Commercial General Liability Insurance or other form
with a general aggregate limit is used, the general aggregate limit shall apply
separately to the work performed under this Agreement, or the aggregate limit
shall be twice the prescribed per occurrence limit.
2. Automobile Liability: $1,000,000 combined single limit per accident for bodily
injury and property damage.
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3. Worker's Compensation and Employers Liability: Worker's compensation limits
as required by the Labor Code of the State of California and Employers Liability
limits of $1,000,000 per accident.
4. Errors and Omissions liability: $1,000,000 per occurrence.
C. Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the
City. At the option of the City, either the insurer shall reduce or eliminate such
deductibles or self-insured retentions as respects to the City, its officers, officials,
employees and volunteers; or the Consultant shall procure a bond guaranteeing
payment of losses and related investigations, claim administration and defense
expenses.
D. Other Insurance Provisions
The policies are to contain, or be endorsed to contain, the following provisions:
1. General Liability and Automobile Liability Coverages
a. The City, it officers, officials, employees and volunteers are to be
covered as additional insureds as respects; liability arising out of
activities performed by or on behalf of the Consultant, products and
completed operations of the Consultant, premises owned, occupied or
used by the Consultant, or automobiles owned, hired or borrowed by the
Consultant for the full period of time allowed by law, surviving the
termination of this Agreement. The coverage shall contain no special
limitations on the scope-of-protection afforded to the City, its officers,
officials, employees or volunteers.
b. The Consultant's insurance coverage shall be primary insurance as
respects to the City, its officers, officials, employees and volunteers.
Any insurance or self-insurance maintained by the City, its officers,
officials, employees or volunteers shall be in excess of the Consultant's
insurance and shall not contribute with it.
c. Any failure to comply with reporting provisions of the policies shall not
affect coverage provided to the City, its officers, officials, employees or
volunteers.
d. The Consultant's insurance shall apply separately to each insured
against whom claim is made or suit is brought, except with respect to
the limits of the insurer's liability.
2. Worker's Compensation and Employers Liability Coverage
The insurer shall agree to waive all rights of subrogation against the City, its
officers, officials, employees and volunteers for losses arising from Consultant's
performance of the work, pursuant to this Agreement.
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3. Professional Liability Coverage
If written on a claims-made basis, the retroactivity date shall be the effective
date of this Agreement. The policy period shall extend one year from date of
final approved invoice for this project.
4. All Coverages
Each Insurance policy required by this clause shall be endorsed to state that
coverage shall not be suspended, voided, canceled by either party, reduced in
coverage or in limits except after thirty (30) days prior written notice by certified
mail, return receipt requested, has been given to the City.
E. Acceptability of Insurers
Insurance is to be placed with admitted California insurers with an A.M. Best's rating of
no less than A- for financial strength, AA for long-term credit rating and AMB-1 for
short-term credit rating.
F. Verification of Coverage
Consultant shall furnish the City with Certificates of Insurance and with original
Endorsements effecting coverage required by this Agreement. The Certificates and
Endorsements for each insurance policy are to be signed by a person authorized by
that insurer to bind coverage on its behalf. The Certificates and Endorsements are to
be on forms provided or approved by the City. All Certificates and Endorsements are
to be received and approved by the City before Consultant begins the work of this
Agreement. The City reserves the right to require complete, certified copies of all
required insurance policies, at any time. If Consultant fails to provide the coverages
required herein, the City shall have the right, but not the obligation, to purchase any or
all of them. In that event, after notice to Consultant that City has paid the premium, the
cost of insurance may be deducted from the compensation otherwise due the
contractor under the terms of this Contract.
G. Subcontractors
Consultant shall include all sub-contractors or sub-consultants as insured under its
policies or shall furnish separate certificates and endorsements for each sub-contractor
or sub-consultant. All coverage for sub-contractors or sub-consultants shall be subject
to all insurance requirements set forth in this Paragraph 6.1.
6.2 Indemnification. Notwithstanding the foregoing insurance requirements, and in addition
thereto, Consultant agrees, for the full period of time allowed by law, surviving the termination
of this Agreement, to indemnify the City for any claim, cost or liability that arises out of, or
pertains to, or relates to any negligent act or omission or the willful misconduct of Consultant
and its agents in the performance of services under this contract, but this indemnity does not
apply to liability for damages for death or bodily injury to persons, injury to property, or other
loss, arising from the sole negligence, willful misconduct or defects in design by the City, or
arising from the active negligence of the City.
“Indemnify,” as used herein includes the expenses of defending against a claim and the
payment of any settlement or judgment arising out of the claim. Defense costs include all
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costs associated with defending the claim, including, but not limited to, the fees of attorneys,
investigators, consultants, experts and expert witnesses, and litigation expenses.
References in this paragraph to City or Consultant, include their officers, employees, agents,
and subcontractors.
7.0 CONTRACT PROVISIONS
7.1 Documents and Ownership of Work. All documents furnished to Consultant by City and all
documents or reports and supportive data prepared by Consultant under this Agreement are
owned and become the property of the City upon their creation and shall be given to City
immediately upon demand and at the completion of Consultant's services at no additional cost
to City. Deliverables are identified in the Scope-of-Work, Attachment "A". All documents
produced by Consultant shall be furnished to City in digital format and hardcopy. Consultant
shall produce the digital format, using software and media approved by City.
7.2 Governing Law. Consultant shall comply with the laws and regulations of the United States,
the State of California, and all local governments having jurisdiction over this Agreement. The
interpretation and enforcement of this Agreement shall be governed by California law and any
action arising under or in connection with this Agreement must be filed in a Court of competent
jurisdiction in Mendocino County.
7.3 Entire Agreement. This Agreement plus its Attachment(s) and executed Amendments set
forth the entire understanding between the parties.
7.4 Severability. If any term of this Agreement is held invalid by a court of competent jurisdiction,
the remainder of this Agreement shall remain in effect.
7.5 Modification. No modification of this Agreement is valid unless made with the agreement of
both parties in writing.
7.6 Assignment. Consultant's services are considered unique and personal. Consultant shall not
assign, transfer, or sub-contract its interest or obligation under all or any portion of this
Agreement without City's prior written consent.
7.7 Waiver. No waiver of a breach of any covenant, term, or condition of this Agreement shall be
a waiver of any other or subsequent breach of the same or any other covenant, term or
condition or a waiver of the covenant, term or condition itself.
7.8 Termination. This Agreement may only be terminated by either party: 1) for breach of the
Agreement; 2) because funds are no longer available to pay Consultant for services provided
under this Agreement; or 3) City has abandoned and does not wish to complete the project for
which Consultant was retained. A party shall notify the other party of any alleged breach of
the Agreement and of the action required to cure the breach. If the breaching party fails to
cure the breach within the time specified in the notice, the contract shall be terminated as of
that time. If terminated for lack of funds or abandonment of the project, the contract shall
terminate on the date notice of termination is given to Consultant. City shall pay the
Consultant only for services performed and expenses incurred as of the effective termination
date. In such event, as a condition to payment, Consultant shall provide to City all finished or
unfinished documents, data, studies, surveys, drawings, maps, models, photographs and
reports prepared by the Consultant under this Agreement. Consultant shall be entitled to
receive just and equitable compensation for any work satisfactorily completed hereunder,
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subject to off-set for any direct or consequential damages City may incur as a result of
Consultant's breach of contract.
7.9 Execution of Agreement. This Agreement may be executed in duplicate originals, each
bearing the original signature of the parties. Alternatively, this Agreement may be executed
and delivered by facsimile or other electronic transmission, and in more than one counterpart,
each of which shall be deemed an original, and all of which together shall constitute one and
the same instrument. When executed using either alternative, the executed agreement shall
be deemed an original admissible as evidence in any administrative or judicial proceeding to
prove the terms and content of this Agreement.
8.0 NOTICES
Any notice given under this Agreement shall be in writing and deemed given when personally
delivered or deposited in the mail (certified or registered) addressed to the parties as follows:
CITY OF UKIAH LDA PARTNERS, INC.
DEPT. OF PUBLIC WORKS MR. ERICH WOHLE, PRESIDENT
300 SEMINARY AVENUE 222 CENTRAL COURT
UKIAH, CALIFORNIA 95482-5400 STOCKTON, CALIFORNIA 95204
9.0 SIGNATURES
IN WITNESS WHEREOF, the parties have executed this Agreement the Effective Date:
CONSULTANT
BY: __________________________ ____________________
Date
PRINT NAME: _________________
__________________
IRS IDN Number
CITY OF UKIAH
BY: ____________________
SAGE SANGIACOMO Date
CITY MANAGER
ATTEST
____________________
KRISTINE LAWLER Date
CITY CLERK
Aug 23, 2022
Kristine Lawler (Aug 23, 2022 13:10 PDT)
Kristine Lawler Aug 23, 2022
Project Understanding and Approach to the Work
ATTACHMENT A
LDA PARTNERS 18
Project Understanding & Approach
Project Background
Our team has designed a multitude of public facilities and has a unique interest in
these project types. LDA has a strong background in the design and planning of
public facilities and the specialty systems to make them efficient and operational
for the Owner and building users. Combining their unique perspectives and individual
talents, they have developed solutions for effective, seamless facility operations
and state-of-the-art facilities throughout the State.
Per the RFQ, the stated project goals are:
•Condition and needs assessment of the existing facility and building systems
•Preliminary Design
•Detailed Design of bid ready set of plans, specifications and estimate
•Determine best option to improve yard size and functionality.
•Cost effective design to minimize downtime during construction.
•Upgrade the yard layout to incorporate better movement of vehicles and
equipment during routine operations.
•Upgrade the yard layout to incorporate better storage or equipment, tools,
and materials.
•Upgrade of staff facilities with the potential to add staff work area for Public
Works office staff.
Project Quick Start
One of the keys to hitting the ground running, is for our team to mobilize and get
up to speed as quickly as possible. Previously in similar projects, our approach
has utilized intensive client/user group/project team interaction in the first few
weeks of a project that we have called Project Quick Start. This gets all of our key
personnel into the review, discussion, and understanding of the project intent and
design/construction criteria to be met before we begin our assessment. We see the
essential elements in this “phase” as:
•Standards/Codes/Regulatory Requirements – What are the applicable
standards, agencies, jurisdictions and their requirements? Which building will
have priority in the evaluation and how to gain access.
•Engineering Systems Analysis – Observe and document the existing conditions
•Construction Technology – What City wide systems do these facilities need
to integrate with? For example, automated logic temperature control system.
•Finance Analysis - Discussion and analysis of conceptual costs.
By focusing intently in the first few weeks on understanding the underpinnings of
the project, we can begin to contribute to effective means to carry this forward as
expeditiously and effectively as possible. This will be especially critical in validating
the program, budget, and schedule for the proposed project.
19 City of Ukiah19
Project Understanding & Approach
WORK PLAN FOR NEEDS ASSESSMENT AND DESIGN SERVICES PROJECT KICK OFF WORKSHOP
The assessment team will meet with select city staff at a project kick-off workshop. These stakeholders will participate in this team
building session to clarify scope, appoint decision makers, identify goals and objectives, review deliverables and define the project schedule.
TASK 1: NEEDS ASSESSMENT / DESIGN & PROGRAMMING CONFIRMATION
The LDA approach will be to utilize as much previous information as possible, if any, to help the project budget and schedule. Our first
step will be to confirm any previous program, goals, or assumptions that the City may have developed previously.
We will review previous items that had a significant capital cost and look to see if there is a better solution or another way to achieve the same
result. This, in conjunction with a Project Core Committee established by the City, will serve as an effective means to represent the range of
interested parties and integrate them into the core decision-making group for this project. The LDA Team will meet with the Core Committee every
other week for the duration of the project to present progress, solicit ideas and direction, and build consensus each step of the way.
The key to a successful project is to address the Programming & Budgeting confirmation early and keep people “in- the - loop” on how the project
is developing. The first task is to respond to, and help confirm the program. We achieve this process by completing the following:
Executive Interviews & User Interaction
Interviews and meetings will be held with the City to help define and clarify the existing conditions. This will also help determine functional and
programmatic desires, management priorities, locational criteria, operational and priority issues. This will also help identify deficiencies with the
current state of the buildings.
Services and Service Indicators Will Be Identified
A review of current and anticipated services provided by the City including any slated to potentially be contracted by outside vendors or suppliers
will be performed. A review of how these relationships might be expected to change in the future will also be scrutinized for adherence to the project
program.
Present Facility Needs Assessment
Assess the present space requirements of the facility. Meeting this objective requires an understanding of the operations performed by the City,
and the space implications of those operations. Observe existing conditions on how City operations currently functions, or how it is desired to
change, will allow us to provide a solution or recommendation that meets the functionality needs of City staff and customers so that they have a
comfortable environment for work and business.
Analysis & Programming
We will then analyze functional needs, based on activities to occur in each area, the types of equipment or standards to be used and the work
flow requirements, in order to determine the proximity needs, special HVAC considerations, special power needs, and other requirements such as
special security considerations.
Functional and Operational Considerations
LDA’s team will use past experience and user input to anticipate work flow and discuss potential space conflicts with the City. The future
operations, established earlier, would be analyzed as to implications for space needs and a listing of general area needs, public contact needs,
security needs, and other base line requirements would be formulated. Each operational strategy will be tested against critical, functional and
operational requirements such as functionality and accessibility.
LDA PARTNERS 20
Project Understanding & Approach
Economic Factors
One of the biggest struggles with public agencies is the ever increasing strain of
the public coffers. LDA brings a unique understanding of public financing and
funding, so much so, that Eric Wohle has served on municipal finance committees.
We realize that in many cases the hardest part of securing funding for a project
happens after the project is finished. In this scenario, the most difficult part of
project funding becomes the cost of annual upkeep and staffing. To that end, we
pride ourselves in creating spaces that are allowed to be minimally staffed, if need
be, and use highly durable materials that stand the test of time and public abuse.
Building Materials & Systems
LDA will study and recommend building systems, mechanical and electrical systems,
and specific building materials. All potential building materials and systems will be
evaluated based upon the following criteria:
•How the materials perform over time
•Initial cost vs. life cycle cost
•Availability with regard to potential construction schedule
•Compatibility with adjacent structures and systems
•Environmental materials vs. time and maintenance costs
LDA will summarize the following:
•Confirmation and documentation of existing building systems (HVAC, electrical,
plumbing, fire sprinkler and fire alarm)
•Confirmation and documentation for wall, windows, roof, and flooring
assemblies.
•Observation and documentation for interior and exterior finishes.
•Observation and documentation for and accessibility.
•Preliminary cost estimate
The end result of the first phase sets the stage to develop targeted Schematic
Design Documents.
TASK 2: CONCEPTUAL DESIGN / SCHEMATIC DESIGN (SD)
Plans/renderings will be developed in 3-D imagery to illustrate the selected options
better. The conceptual options will also include detailed design and construction
costs estimates. Costs estimates will be developed for immediate construction start
along with comparative costs that will reflect the changes in cost for a later start
of the project.
During the pre-schematic design phase of work, we seek to establish the vocabulary
of the design. We will develop a general layout of spaces that will provide flexible
as well as functional uses. Design options would be provided for owner input at
this time. These options will always be presented within the framework of the
budget, e.g., “if this option is accepted, how will it affect
our budget?” Our use of advanced computer software will
assist us in looking at several options quickly.
During this phase, we will develop documents that describe
and illustrate the components of the facility. Site plan,
preliminary plans, and rendered perspective views are
included. An updated budget will also be developed, and
the project’s scope will be reconciled with the budget.
Some specific design considerations addressed during this
phase include:
•Thoughtful room adjacencies and functional
programmatic spaces
•The site circulation plan should create clear and safe
directions of travel for visitors, staff, District vehicles.
•The facility should be easy to maintain under the
demand of heavy usage.
•Interior finishes and furnishings should respond to
those requirements, and yet create an inviting and
quality image.
•Site and facility security.
•Develop preliminary architectural form, style, and
materials
•Site adjacency options to study the location of
buildings, deliveries, vehicular circulation, parking
options, outdoor storage, etc. that provide a safe,
clear and efficient means of traversing the site
•Maps and diagrams showing existing facilities and
proposed improvements.
TASK 3: FINAL REPORT
We will develop a final report and be prepared to present
the results of the study to the city council and city staff.
This report will identify sufficient and deficient conditions,
proposed remedies, conceptual cost estimates, and
proposed priorities of improvements.
A project cost estimate that includes construction costs
and furniture, fixtures and equipment costs, contingencies,
moving/relocation, and professional services will be
included. A schedule for development will also be part of
the report. We will use visual aids as necessary to convey
the process of the study and its results.
21 City of Ukiah21
Project Understanding & Approach
TASK 4: DESIGN DEVELOPMENT (DD)
Once the programming documents are confirmed, the LDA Partners team will begin
design development. At this stage more refined block plans will be created of the
space. During this phase of work, we will establish a general layout of spaces that
will provide flexible as well as functional uses. Design options would be provided
for owner input at this time. Once the relationship of spaces is determined we will
provide concepts on security levels and structural and mechanical components
for your review.
During this phase the LDA Partners team will work closely with the District to
determine initial architectural building systems (HVAC, power, lighting, plumbing,
etc.), Meetings with the District will be maintained so that the established design
criteria are followed through into the future construction drawings. These
documents will be used to give the District an opinion on estimated project costs.
Site items to be addressed:
•Study building system options for HVAC, electrical, lighting, plumbing,
equipment, etc.
•Design development drawing compilation involving detailed review with
individual users of each area of building and site (2 to 3 meetings)
•Define finishes, hardware functions, equipment (Owner/Contractor
furnished), electrical (power, lighting, equipment), HVAC, fire and security
requirements.
•Determine acoustical requirements of all areas.
•Review computer requirements and future technical flexibility requirements.
•Detail cut sheets of equipment (loose or fixed).
•Review HVAC/electrical systems.
•Full code study and review.
•FF&E layout floor plans.
•Finalize building design vocabulary.
•Complete drawings to establish nature and scope
•Outline specifications.
•Design development estimate coordinated with Cost Estimator
TASK 5: CONSTRUCTION DOCUMENTS (CD)
In this phase, design decisions are translated into the bid set of documents for
construction. Our excellent record of minimum change orders addresses the
thoroughness of our quality assurance process. We will update cost estimates at
this time to make any necessary adjustments to maintain budgets.
Specific items include:
•Final materials selection (building colors).
•Final interior design review (finish material and colors).
•Building and site security design and approval.
•Complete project civil, architectural, structural and
MEP drawings.
•Bid document and Division 1 specifications review with
District.
•Complete project specifications.
•Technology backbone.
ON-GOING TASK: BUDGET MANAGEMENT
As a project proceeds, our team will work with the owner
to review the budget at each phase. At pricing milestones,
each consultant will review the cost estimate in relationship
to their scope. The intent is not to simply pass an estimate
from consultant to owner, but to provide an estimate that
has been scrutinized by a team of professionals that is
as reliable as possible. This collaborative effort of our
key consultants and the est of our team provides a high
probability of an accurate estimate.
BUDGET & COST CONTROL
LDA’s philosophy and practice of “designing to the budget”
rather than “budgeting to the design” has resulted in a
remarkable record of performance. LDA realizes that costs
are most easily controlled in the early stages of project
development by carefully reviewing area requirements and
basic design decisions.
LDA PARTNERS 22
Project Understanding & Approach
At this time potential issues may be easily addressed without adverse harm to the
budget or schedule. By carefully balancing long-term costs with the first cost of
construction, informed decisions can be made relative to project budgeting. Our
approach, therefore, reflects a careful collaboration of estimating and project
control, resulting in a realistic total project budget. We will not move forward into
the next phase of design until we can verify that the project is “on- budget”
One of the most important aspects of cost estimating is to set realistic expectations
at the outset of the project. By defining a framework early in the process, the
entire project team has a set of definable goals to work towards. Our approach to
every project, in order to control costs, begins with fully understanding the scope
and goals from the project owner. This conversation happens during the initial
kickoff meeting and continues throughout the duration of the project. We prepare
cost estimates at the various project milestones and more frequently should
discussions and decisions occur that modify the scope of the project. We look at
the project both holistically, and well as separate components.
By viewing the project from both of these perspectives, cost items are considered
on both a macro and micro level. Various elements of construction are considered
including structural, mechanical, electrical, telecommunications, security, etc. Staff
from the various disciplines assess the work scope for their areas of expertise and
develop cost items for consideration by the entire team.
TASK 6: BIDDING PHASE
Again, our experience with publicly funded projects makes us acutely aware of the
legal process to be carried out during this phase. Since public projects are open to
all bidders if they can satisfy bonding requirements, we will work to any delivery
system you desire. We will schedule and oversee the pre-bid meeting to address
questions. Meeting minutes with the questions raised and answers to these
questions will be produced and distributed to the owner, consultants, and all plan
holders. At the bid opening, we will review bids as needed to facilitate a contract.
We can assist in the selection of the General Contractor and advise the District on
the reference check process.
Other bidding phase services include:
•Pre-bid conference
•Coordination of contractor submittals to enter into contract.
•Resolve questions during bidding.
•Coordination of contractor submittals to enter into contract.
•Resolving bidding questions.
TASK 7: CONSTRUCTION ADMINISTRATION
(CA)
We suggest having structured bi-weekly meetings to
ensure timeliness and quality of the project. These
meetings would be attended by LDA and key District
personnel. Minutes are generated at each meeting that
keep all parties aware of delays, changes, claims, and other
items which are encountered during the construction.
Our construction management background has given us
a unique perspective to this phase of work, and we pride
ourselves in the thoroughness of our CA process. Our
structural, electrical, and mechanical engineers will both
visit the site in addition to their usual supporting role
during this phase of work.
Normal activities provided during this period include
reviewing shop drawings, RFIs, and testing results. We will
review pay requests, monitor the schedule, and review
quality of work.
TASK 8: PROJECT CLOSE-OUT
A punch list of items to addressed will be developed at
the time of project substantial completion. This list will
be submitted to the general contractor and the District’s
project representative. We will monitor the punch list to
ensure the completion and addition of items. Once the
owner accepts the project as complete, an AIA Substantial
Completion form will be presented to the District.
The end of the construction process leads to “handing over”
the facility to the Owner. It is vital that proper instruction
and training of the building’s complex systems happens at
this time. We require the contractors, suppliers, and design
team members to walk through the operating systems with
you, so any questions or issues are addressed during the
warranty period. We will be available at any time during the
year after occupancy to answer questions or assist in the
resolution of construction performance.
23 City of Ukiah23
Project Understanding & Approach
TECHNICAL COMPETENCE
We utilize BIM software (Revit) for all of our projects, coupled with simple modeling applications such as Lumion and Sketch Up. This allows
everyone to understand the project in its truest form. Revit allows us to build the project 3-dimensionally before the “first shovel is in the ground”.
This proves to be a valuable tool in the design process since we can now “see” potential conflicts before they happen. As the project evolves we
can show the client what each space will look like as the design progresses. Changes can be made in “real time” before the client’s eyes so that
input and decisions can be made quickly. For record documents, Revit files can be saved in an AutoCAD format for archiving.
OUR TEAM & UNDERSTANDING THE NEEDS OF THE CITY
Our team of project architects and engineers bring highly developed leadership and organizational skills to the project as well as a thorough
understanding of building design and functionality, specifically for public facilities. This project demands the highest standards in terms of design
excellence in operations and functionality. The best way to “get more for the money” is through good design, followed by construction efficiency.
The LDA team has built its record of success in developing unique solutions to complex problems by turning various constraints into opportunities.
To truly accomplish a project design that is safe, secure, and responsive to user needs, a number of concepts must be generated and evaluated.
Typically there is no “off-the- shelf” solution that will meet the unique needs of the City.
SUSTAINABLE DESIGN - LEED & GREEN TECHNOLOGY
LDA Partners is committed to the creation of functional, cost effective, and sustainable (LEED) architectural and planning solutions. The numerous
regional and national awards received by LDA Partners are evidence in the firm’s success in keeping that commitment. Depending on the project
type or program requirements, there may be the opportunity or need to implement sustainable environmental systems including solar, lighting,
power, telecommunications, and mechanical conditioning systems.
This presents significant opportunities for the project to:
•reduce the greenhouse gas emissions in the area
•maximize energy efficiency of the facility operations
•reduce operating costs
•enhance the workplace environment for the employees
•demonstrate to the public the opportunities and benefits of sustainable design
Our office practices strong sustainable design principals. Our team would approach the design of any facility with a strong understanding of the
requirements of the Owner, the processing and participation by the future Contractor, and a well founded representation of sustainable design.
Project Schedule
LDA PARTNERS 24
Project Schedule
SCHEDULE
Schedule adherence is a critical activity. LDA has provided a draft schuedule to reviewed collectively by the City and LDA, and may be modified to
reflect current City proceedures and protocols. Periodic refinement and updating of the project schedule is a critical component of managing the
schedule. This will be done monthly and shared with the client. Updating the schedule once a month at a minimum keeps the entire team (Owner,
User and Designer) informed of exactly where the team is at in relationship to the established project schedule. The discipline enforced on the
design team to hit the established milestones is critical in maintaining the overall project schedule. Also the 45 day “quick start” noted previously is
a key element to maintaining the overall schedule. Getting started on the right path will have tremendous results in maintaining the overall project
schedule.
Should an unforeseen event impact the schedule the Project Manager along with the City representative will immediately evaluate the impact and
develop a “recovery schedule” that gets the project back on track with the overall project schedule. This recovery schedule could address the
change in several ways; increase staffing, a change in an interim deliverable that does not impact the overall schedule, a temporary increase in
work hours to “catch up”, etc.
We enjoy an outstanding reputation for quality and service due to our commitment toward producing thorough and accurate documents. We
emphasize that a quality control program is very important to the success of a project. LDA’s quality control approach centers on the Principal-
in-Charge. He will be responsible for all communication and coordination between in-house disciplines and consultants relative to the production
of the project. Our team will undertake thorough plan checks during and after each major phase of documentation. Several of our consultants
will also play major roles in periodic checks, before final documents are submitted to the Principal-in-Charge and Project Architect for coordination
reviews.
Project status and staffing are addressed each week in an in-house partners meeting. Potential schedules, staffing, deadlines are discussed 3
weeks in advance to avoid and identify potential conflicts. All projects are always maintained by a managing principal partner, to oversee the
project to assure continuity and consistency, in conjunction with the designated Project Architect. This also addresses consultant schedules and
deliverables, in order to keep the project on-track.
LDA PARTNERS 25
Project Schedule
Conflict of Interest Statement
LDA PARTNERS 26
Conflict of Interest Statement
Conflict of Interest Statement
Our firm has no on-going or potential financial, business, or other relationship with the City of Ukiah or its employees; that could constitute a
Conflict of Interest for this project. Our firm and team have no current clients that may have a financial interest in the outcome of this project.
Insurance Coverage
LDA PARTNERS 27
Insurance Coverage
LDA’s Insurance Coverage
General Liability: Insurer A: Ohio Security Insurance Company
Insurer B: American Fire & Casualty
Policy #BKS56152718
$1,000,000 per occurrence
$2,000,000 aggregate
Auto:Policy #BKS56152718
$1,000,000 per occurrence
$1,000,000 per aggregate
Worker’s Comp: Hanover Insurance Co.
Policy #LHC H215847 02
$2,000,000 per claim
$4,000,000 per aggregate
Professional Liability: The Hanover Insurance Company
Policy #LHC H215847 00
$2,000,000 per claim
$4,000,000 per aggregate
Billing Rate Schedule
ATTACHMENT B
LDA PARTNERS 28
Billing Rate Schedule
COST OF HOURLY SERVICES
Hourly services shall be provided at the schedule stipulated below:
Architect
Principal Architect $275/hour
Project Architect/Manager $250/hour
Project Designer/Planner $200/hour
Draftsperson $150/hour
Clerical/Staff $ 85/hour
Civil Engineering:
Project Manager $203/hour
Engineer II $157/hour
Engineer I $129/hour
Technician $155/hour
Resident Engineer $145/hour
Technical Writer $125/hour
Clerical $85/hour
Survey Prevailing
Wage
Environmental Consultant:
Principal $225/hour
Senior Planner $175/hour
Environmental Planner $145/hour
Graphic Artist $125/hour
Clerical $85/hour
PROPOSED FEE FOR ARCHITECTURAL & PLANNING SERVICES
This preliminary Rate Schedule to be confirmed upon a final negotiated Scope of Work as mutually agreed upon by LDA Partners and the City. We
have itemized each trade’s hourly rate .
GENERAL EXCLUSIONS
•All reproduction costs.
•Any testing or inspections required before, during or after construction of the proposed facilities.
•Additional services beyond those listed herein.
•On-site verification of utilities, hidden building components etc.
•Additional services caused by project delays or interruption.
•Hazardous Materials Investigations
•Any agency fees required by this work.
•Revisions to plans beyond the initial revisions contemplated herein. Any revisions beyond those contemplated will be performed on
an hourly basis, in accordance with the schedule listed herein.
•LDA Partners cannot assume responsibility for construction means, methods, techniques, sequences or procedures, safety
precautions, programs connected with the work, or for acts and omissions by the Contractor, subcontractors, or others.
•Flood Plain Remediation.
•LEED or Cal Green Commissioning
•LEED documentation or design.
Electrical Engineering:
Principal $270/hour
Associate Engineer $ 230/hour
Project Manager $210/hour
Designer $190/hour
BIM Tech $160/hour
Admin $ 125/hour
Structural Engineering:
Principal Engineer $180/hour
Engineer $120/hour
Tech $90/hour
Mechanical/Plumbing Engineering:
Principal $220/hour
Project Manager $195/hour
Engineer $158/hour
Designer $135/hour
Field Services $190/hour
Project Admin $105/hour
Clerical $85/hour
29 City of Ukiah29
Billing Rate Schedule
REIMBURSABLE EXPENSES
Reimbursable expenses are in addition to the compensation for basic services and shall include the actual expenditures made by the Architect and
his employees in the interest of the project, at cost plus 10%, which are itemized as follows:
Reproduction Costs
Shipping/Postage
Computer Plotting
Mileage/Travel outside of San Joaquin County
ITEMIZED EXPENSES:
24 x 36 Plot( in-house): $5.00
30 x42 Plot (in-house): $7.50
Mileage: $.585 / mile (Federal Rate)
AGREEMENT REVIEW:
Section 6.2 Indemnity to comply with California Civil Code Section 2782.8.
Cost Estimating:
Principal $250/hour
Senior Estimator $150/hour
Project Engineer $110/hour
Clerical $85/hour
Industrial Equipment:
Project Manager $175/hour
Technician $155/hour
Environmental
Documents Fee
Civil
Engineering
Fee
Structural
Engineering
Fee
Mechanical
Engineering
Fee
Electrical
Engineering
Fee
Industrial
Equipment
Design Fee
Cost Estimating
Fee
Base Hourly Rate ($/ hour)225.00 200.00 185.00 175.00 165.00 135.00 90.00 225.00 175.00 145.00 125.00 85.00 203.00 157.00 129.00 180.00 120.00 90.00 220.00 195.00 158.00 135.00 105.00 190.00 270.00 230.00 210.00 190.00 160.00 125.00 175.00 155.00 150.00
Task #Task Description
1 Condition and Needs Assessment 34 85 20 12 151 29,030.00$ 0 -$ 52 52 10,556.00$ 20 24 44 6,480.00$ 28 5 14 47 9,347.00$ 7 6 6 6 4 29 6,170.00$ 20 6 26 4,430.00$ 0 -$
2 Environmental Documents 10 30 4 44 7,910.00$ 20 20 10 16 66 11,450.00$ 0 -$ 0 -$ 0 -$ 0 -$ 0 -$ 0 -$
2A Initial Study/Traffic Study/ ESA Phase 1/Mitigated Negative
Declaration 35 60 4 99 18,460.00$ 45 100 80 30 50 305 47,225.00$ 0 -$ 0 -$ 0 -$ 0 -$ 0 -$ 0 -$
3 Preliminary Design (Draft Plans, Specs)40 195 80 85 270 345 8 1023 169,520.00$ 0 -$ 28 46 46 120 18,840.00$ 28 115 200 343 36,840.00$ 14 10 35 24 10 93 14,850.00$ 12 46 70 70 58 12 268 52,600.00$ 35 80 115 18,525.00$ 20 20 3,000.00$
4 Detailed Design (Final Plans, Specs)60 325 45 415 545 8 1398 229,145.00$ 0 -$ 40 70 60 170 26,850.00$ 38 230 225 493 54,690.00$ 35 42 184 92 30 383 60,532.00$ 14 35 80 80 92 20 321 61,050.00$ 40 120 160 25,600.00$ 38 38 5,700.00$
5 Cost Estimating 25 40 4 8 4 81 16,005.00$ 0 -$ 6 20 26 3,798.00$ 0 -$ 0 -$ 0 -$ 0 -$ 130 130 19,500.00$
6 Construction Administration 45 215 280 24 564 101,485.00$ 0 -$ 20 20 4,060.00$ 14 104 104 222 24,360.00$ 10 5 10 28 58 111 18,715.00$ 12 20 38 38 12 14 134 26,710.00$ 25 25 4,375.00$ 15,265.00$
204 905 170 134 993 890 64 3360 571,555.00$ 65 120 90 46 50 371 58,675.00$ 146 116 126 388 64,104.00$ 100 473 529 1102 122,370.00$ 87 62 243 116 68 58 634 103,444.00$ 45 107 194 194 162 50 752 146,530.00$ 120 206 326 52,930.00$ 188 188 43,465.00$
35,000.00$ 2,500.00$ 3,500.00$ 3,000.00$ 4,500.00$ 4,500.00$ 2,500.00$ -$
606,555.00$ 61,175.00$ 67,604.00$ 125,370.00$ 107,944.00$ 151,030.00$ 55,430.00$ 43,465.00$
Total Contract:1,218,573.00$
The Engineering Enterprise
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ENVIRONMENTAL
Air and Lube SystemsCity of Ukiah Corporation Yard
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Total Labor and Reimbursables:
PRIME CONSULTANT
CSWST2LDA PARTNERS
Subtotal
REIMBURSABLES
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